Accounting Assistant I

Position Description

 The Finance and Utility Department oversees and directs the financial functions of the city and provides a variety of services to the citizens of Kelso.  The Accounting Assistant I is primarily responsible for the collection of various business tax revenues,  the issuance of various business licenses and accounts payable and receivable.  It requires frequent contact by person and by telephone and a close working relationship with the department head and associates.  The Accounting Assistant I reports to the Finance Director and and his/her designee.  This position deals with confidential materials.  The position incumbent works primarily in an office environment characterized by frequent deadlines and constant interruptions. Must be capable of working effectively with employees, department manages, and citizens.

Essential Functions

• Payroll administration in coordination with the Finance Director or his/her designee.
• Prepare, process, collect, and input various business licenses and tax returns into accounting system.
• Review Department of Revenue reports and other periodicals for new businesses not registered with the City.
• Contact unlicensed businesses for registration.
• Produce new business listings for city council, other departments and customers.
• Update and distribute business tax and licensing forms monthly, quarterly or annually as required.
• Prepare correspondence and develop/maintain forms.
• Set up new accounts receivable vendor files - miscellaneous and airport; invoice charges; process payments received; prepare monthly billings; produce timely miscellaneous and airport month end reports.
• Post daily cash receipts for utilities.
• Update fixed asset inventories.
• Act as relief customer service representative/cashier when needed.
• Process monthly accounts payable claims.
• Back-up Utility Billing Administration.
• Perform other duties as assigned by the Finance Director/City Clerk.

Position Requirements

EDUCATION:

• High School Diploma or GED from an accredited school.  Associate's Degree in Accounting, Business Administration, or applicable equivalent preferred.

EXPERIENCE:

• Two years' minimum experience in an accounting position, one of which must be payroll (required).
• Must be able to demonstrate proficiency in Microsoft Word, Excel and office methods and procedures.
• Any combination of education, work, or internship experience in public or private organizations that demonstrate attainment of the necessary Knowledge, Skills, and Abilities provided within the position description.

Knowledge, Skills, Abilities, and Speciai Requirements

• In-depth knowledge of state and federal laws applicable to payroll functions.
• Ability to maintain confidentiality of information.
• Ability to establish and maintain harmonious relations with the public under difficult situations.
• Ability to work with deadlines and prioritize work load.
• Visual ability in reading and using large volumes of written and numerical data.
• Customer Service concepts and principles.
• Effectively communicate in written and verbal form in the performance of duties and responsibilities.
• Plan and organize daily activities and duties.
• Ability to operate office computer including word processing and  spreadsheets, photocopy machine, multi-line telephone, fax machine, 10-key calculator, typewriter, and folder/inserter/stuffing machine.
• Maintain a positive work environment supporting fair and equal treatment for employees within Equal Employment Opportunity Guidelines.
• Display initiative to resolve problems and capitalize on opportunities on the job.
• Keep department head informed of work issues by maintaining quality communications.
• Work to resolve issues of conflicting personalities and needs while being courteous and respectful.
• Ability to cross train to perform other functions of the department.

SPECIAL REQUIREMENTS:

• Successfully pass a modified background investigation.
• Occasionally lifting of up to 25 pounds of supplies and equipment.
• Possess a valid Driver's license.